Office Manager (One-year contract appointment) - Genomics Research Institute

FACULTY OF NATURAL AND AGRICULTURAL SCIENCES

DEPARTMENT OF BIOCHEMISTRY, GENETICS AND MICROBIOLOGY

GENOMICS RESEARCH INSTITUTE

OFFICE MANAGER (ONE-YEAR CONTRACT APPOINTMENT)

PEROMNES POST LEVEL 8

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

RESPONSIBILITIES:

The incumbent is expected to deliver a complete office management, administrative and secretarial function to the Director of the Genomics Research Institute as well as to the Director and staff of the Centre for Microbial Ecology and Genomics. This will include but may not be limited to:

• Providing administrative and secretarial support to the Director of the Genomics Research Institute (GRI) and the Centre for Microbial Ecology and Genomics;
• Providing administrative and secretarial support to the Deputy Director and other academic staff of the Centre for Microbial Ecology and Genomics;
• Financial administration;
• Extensive liaison with a broad range of stakeholders within the University and external, both nationally and internationally;
• Co-ordinating and arranging events, including conferences, field trips and meetings, and making the required travel and logistical arrangements for both the GRI and CMEG;
• Assisting the  Director with HR-related matters;
• Database maintenance;
• Gathering information, and processing and compiling reports as required;
• Insuring that office equipment is maintained effectively.

MINIMUM REQUIREMENTS:

• A Bachelor's degree in a relevant field in the Sciences;
• A minimum of three years proven experience which includes:
  • Providing comprehensive high-level administrative and/or technical support in a senior management environment of a large organisation;
  • Prior experience in a laboratory environment and in the functions related to the job;
  • Relevant experience in a higher education environment;
• A valid driver's license.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Advanced computer skills in MS Office and typing;
• An effective working knowledge of appropriate modules of the PeopleSoft system (e.g. the Finance module);
• Sound interpersonal skills including the ability to liaise professionally and effectively with a variety of clients on a daily basis and the ability to maintain good interpersonal  relationships;
• Appropriate language skills including excellent verbal and written communication and report-writing skills;
• Time management skills particularly with regard to schedules and deadlines, multi­tasking, prioritising tasks/events and meetings and working under pressure;
• Strong attention to detail to ensure accuracy and quality of documentation and administration;
• Teamwork and collaboration skills in order to accomplish tasks;
• The ability to work independently at a high level with authority and liaise with internal and external collaborators and stakeholders;
• Professional telephone skills;
• Creativity and the ability to apply initiative;
• Problem-solving skills and critical thinking abilities in terms of handling challenging tasks and, when appropriate, proposing alternatives for consideration;
• The ability to adapt to changing circumstances in working with internal and external clients;
• The ability to maintain a high level of confidentiality and professionalism.

The position involves a high level of problem solving across a wide range of sectors (finance, HR management and operations, external research councils, external commercial agencies etc.) and it is therefore critical that the incumbent has a thorough knowledge of the different university environments and systems, and of external organisations. In dealing with internal structures and external organisations (including international academic leaders), it is also critical that the incumbent has an awareness of, and the intrinsic ability to employ the appropriate methods and approaches required to ensure that the image of the institution, the Institute and the Centre (and their Director) is at all times maintained at the highest level.

ADDED ADVANTAGES AND PREFERENCES:

• A postgraduate qualification in a relevant field;
• Prior experience in and knowledge of UP departments and systems.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The all-inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

CLOSING DATE:

28 March 2018

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES:

Prof D Cowan, Tel: (012) 420 5873

Should you not hear from the University of Pretoria by 31 May 2018, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference will be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

The University of Pretoria reserves the right to not fill the advertised position.